Privacy Policy
Learn how we collect, use, and protect your employee and payroll data when you use HRMS
1. Introduction
Welcome to Flexi HRMS, a product developed and operated by Webdads2u Private Limited ("Company", "we", "our", "us").
Flexi HRMS is a comprehensive Human Resource Management System (HRMS) platform designed to help companies manage employees, payroll, attendance, and related HR operations.
This Privacy Policy explains how we collect, use, store, and protect your information when you use our application.
✓By accessing or using Flexi HRMS, you agree to the terms of this Privacy Policy.
2. Information We Collect
We collect the following types of information:
AAccount Information
- Name
- Email address
- Phone number
- Company name
- Login credentials (securely encrypted)
- Department and role information
BEmployee Personal Data
- Full name
- Date of birth
- Gender
- Contact information (phone, email, address)
- Emergency contact details
- National identification numbers (Aadhaar, PAN, etc.)
- Photograph
CEmployment Information
- Employee ID
- Department and designation
- Date of joining
- Employment type and status
- Job history and experience
- Educational qualifications
- Previous employment details
DPayroll & Financial Data
- Bank account details
- Salary structure (basic, allowances, deductions)
- Tax information (TDS, PF, ESI)
- Payroll run details
- Payslip records
- Loan and advance details
- Reimbursement claims
EAttendance & Leave Data
- Daily attendance records
- Check-in/check-out times
- Leave applications and balances
- Work-from-home records
- Overtime and shift details
FDocuments
- Educational certificates
- Identity proofs
- Address proofs
- Bank statements
- Offer letters and appointment letters
- Relieving letters and experience certificates
- Medical certificates
GTechnical Information
- IP address
- Device information
- Browser type
- Usage data
- Log data for security and performance monitoring
- Location data (for attendance tracking, if enabled)
3. How We Use Your Information
We use the collected data to:
- Provide employee management and HR services
- Process monthly payroll and generate payslips
- Track attendance and manage leave applications
- Maintain employee records and documents
- Calculate salary, deductions, and taxes
- Generate compliance reports (PF, ESI, TDS, etc.)
- Authenticate users and manage secure login access
- Enable multiple companies to securely access their own HRMS workspace
- Improve application performance and functionality
- Ensure system security and prevent unauthorized access
- Send service-related updates, payroll notifications, and important alerts
- Comply with legal, tax, and regulatory requirements
Each company's data is securely isolated and not accessible to other companies. Employee data is accessible only to authorized HR personnel within the respective organization.
4. Data Sharing and Disclosure
✓ We do not sell, trade, or rent personal, employee, or payroll data to third parties.
We may share information only in the following cases:
- With trusted cloud hosting and infrastructure providers
- With government authorities for tax compliance (PF, ESI, TDS filings)
- When required by law or regulatory authorities
- To protect the legal rights and safety of the Company
- With authorized banking partners for salary disbursement (encrypted and secure)
All third-party providers are obligated to maintain strict data security and confidentiality standards.
5. Data Security
Given the sensitive nature of HR and payroll data, we implement strict security measures, including:
However, no digital system is completely secure, and we cannot guarantee absolute security. Users are advised to maintain strong passwords and report any suspicious activity immediately.
6. Data Retention
We retain employee and payroll data:
- As long as the employee account is active
- For a minimum of 7 years after employment termination (as per statutory requirements)
- As required to comply with tax, labor, and legal obligations
- For audit and compliance purposes
Authorized company administrators can request data deletion, subject to legal retention requirements.
7. User Rights
Users (employees and HR administrators) have the right to:
To exercise these rights, contact us:
8. Employee Rights and Employer Responsibilities
- Employers using Flexi HRMS are responsible for ensuring they have the legal right to collect and process employee data
- Employers must inform employees about data collection and usage
- Employers must comply with applicable labor laws and data protection regulations
- Employees have the right to view and verify their own data within the system
- Employees can raise concerns about data accuracy or misuse with their HR department
9. Children's Privacy
Flexi HRMS is intended for business and employment use only and is not designed for individuals under the age of 18. We do not knowingly collect data from minors.
10. Third-Party Services
Flexi HRMS may use third-party services such as:
- Cloud hosting and infrastructure providers
- Payment gateways for salary disbursement
- SMS and email notification services
- Biometric attendance system integrations (if applicable)
These providers process data only on our behalf and under strict confidentiality and data protection agreements.
11. Biometric and Location Data (if applicable)
If biometric attendance (fingerprint, face recognition) or GPS-based attendance tracking is enabled:
- Such data is collected only with explicit employee consent
- Biometric data is encrypted and stored securely
- Location data is used solely for attendance verification
- Employees can opt out of biometric attendance if alternate methods are available
- Biometric templates are not shared with third parties
12. Cross-Border Data Transfer
If you are accessing Flexi HRMS from outside India, please note that your data may be transferred to and processed in India. We ensure that such transfers comply with applicable data protection laws and maintain adequate security measures.
13. Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements.
- Any changes will be published within the application or on our official website
- Users will be notified of significant changes via email or in-app notification
- Continued use of Flexi HRMS after updates means you accept the revised policy
14. Compliance with Indian Laws
Flexi HRMS complies with:
15. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or data protection, please contact:
Webdads2u Private Limited
FIRST FLOOR, 2ND PORTION, 36, Saraswati Nagar Main Rd,
Saraswati Nagar, Thirumullaivoyal,
Chennai, Tamil Nadu — 600062, India
Data Protection Officer (DPO):
For specific data protection queries, you may reach out to our Data Protection Officer at the above contact details.
Acknowledgment
By using Flexi HRMS, you acknowledge that you have read, understood, and agreed to this Privacy Policy. If you do not agree with any part of this policy, please discontinue use of the application immediately.
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